{"id":44147,"date":"2020-07-01T13:35:36","date_gmt":"2020-07-01T13:35:36","guid":{"rendered":"\/us\/en\/blog\/?p=44147"},"modified":"2025-03-13T06:26:03","modified_gmt":"2025-03-13T13:26:03","slug":"online-collaboration-tools","status":"publish","type":"post","link":"\/us\/en\/blog\/online-collaboration-tools\/","title":{"rendered":"The best online collaboration tools: How do you choose?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\"><em>Updated Sept 2024<\/em><\/span><\/p>\n<hr \/>\n<p><span style=\"font-weight: 400;\">If you want your team to be more productive, you have to learn how to collaborate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And based on our experience working with teams both big and small, so much of <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/effective-teamwork\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">effective teamwork<\/span><\/a><span style=\"font-weight: 400;\"> depends on the tools in your toolbox.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The good news? There are tons of online collaboration tools to break down barriers and keep your coworkers on the same page.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s exactly why we put together a list of digital tools that fit the following criteria:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">They\u2019re affordable for smaller teams (heck, some are totally free!).<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">They\u2019re web or cloud-based, meaning they can be used from anywhere.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">They have relatively low learning curves, allowing teams to adopt them ASAP.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">By the end of this list, you\u2019ll know which <\/span>collaborative tools<span style=\"font-weight: 400;\"> make sense for your team. Here are the areas where having a web-based collaboration software will help you and your team most:\u00a0<\/span><\/p>\n<ul>\n<li><a href=\"#comms\"><span style=\"font-weight: 400;\">Communications<\/span><\/a><\/li>\n<li><a href=\"#proj\">Project management<\/a><\/li>\n<li><a href=\"#task\">Task management<\/a><\/li>\n<li><a href=\"#doc\">Document and file-sharing<\/a><\/li>\n<li><a href=\"#design\">Design and branding<\/a><\/li>\n<\/ul>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1 Pro-tip:<\/b><\/div>\n<p>Keep in mind that you don\u2019t need all of the different types of tools above. As you\u2019ll see throughout our list, many tools have multiple functions that fit the categories above. For example, RingCentral does triple duty as an all-in-one communication, task management, and file-sharing app! Finding opportunities where you can consolidate your software saves you serious time and money as your team only has to learn a single platform versus three or four tools.<\/p>\n<\/div>\n<h2 class=\"heading h2\"><span style=\"font-weight: 400;\"><a id=\"comms\"><\/a><br \/>\nCommunications: You need a quick online collaboration tool\u2014without the endless email chains<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Fact: a staggering 80% of workers<\/span><span style=\"font-weight: 400;\"> believe their company\u2019s communication is either poor or average.<sup>1<\/sup><\/span><\/p>\n<p><span style=\"font-weight: 400;\">Yikes. This explains the popularity of communication apps such as team messengers that keep workers from constantly playing phone tag or spending hours digging through email chains.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Not only that, but a dedicated communications platform makes the process of collaboration instant rather than something that has to be arranged ahead of time.<\/span><\/p>\n<hr \/>\n<p class=\"p1\">\ud83d\udd0d\u00a0 Are you thinking about purchasing a new communication tool and unsure how to get started? Here&#8217;s a checklist to help you pick the right one for your business.<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/checklist\/communication_tools.pdf\" data-id=\"69d4960ca66bf\" id=\"69d4960ca66bf\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d4960ca66bf.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\u2705  Get the checklist<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 \u200a Get this free checklist to pick the right communication tool for your business. <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get it now\">Get it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d4960ca66bf.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Enjoy! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h3><span style=\"font-weight: 400;\">1. RingCentral: Chat, video, and voice that integrates seamlessly with your business<\/span><\/h3>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"RingCentral app for Desktop: Message. Video. Phone.\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/EbIAZJd9rCU?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Okay, we might be a little biased, but we truly think that RingCentral takes the cake when it comes to collaboration.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Our platform represents an <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">all-in-one communications solution<\/a>, combining team messaging with phone and <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/group-video-chat-apps\/\" target=\"_blank\" rel=\"noopener noreferrer\">video chat<\/a>. This means that digital collaboration can be done anywhere and everywhere, which is especially <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/remote-working-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">great for remote workers<\/a> and employees on the go.<\/span><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83c\udfc6 Did you know:\u00a0<\/b><\/div>\n<p>RingCentral is a <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/pc-mag-ringcentral-editors-choice\/\" target=\"_blank\" rel=\"noopener noreferrer\"><i>PCMag<\/i>\u2019s Editors\u2019 Choice Award<\/a> winner because of its reliable service and easy-to-use app (among other reasons)!<\/p>\n<\/div>\n<p><span style=\"font-weight: 400;\">The ability to quickly chat and check in with colleagues and clients is a time-efficient alternative to bouncing between emails or phone calls. Rather than worry about scheduling a meeting, you can get status updates from your team in a matter of seconds.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can likewise have a private team chat as an alternative to a traditional meeting. RingCentral makes it easy to define company-wide channels as well as \u201cprivate\u201d chats for your individual teams (think: billing, marketing, sales, and so on):<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><img decoding=\"async\" class=\"alignnone size-large wp-image-40122\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/MessagePhone_Minimal-1-1-1024x553.png\" alt=\"messaging on ringcentral app\" width=\"1024\" height=\"553\" \/><\/span><\/p>\n<p><span style=\"font-weight: 400;\"> Plus, RingCentral is designed to give you crisp, HD video, which means you can enjoy virtual team collaboration that emulates a face-to-face conversation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Collaboration-specific tools such as file sharing also empower coworkers to collaborate without having to leave the RingCentral app. An especially useful feature is the ability to annotate files and leave comments for your coworkers, meaning that your next steps and suggestions for projects are front and center:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44148\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/annnotating-files-in-ringcentral.gif\" alt=\"annnotating files in ringcentral\" width=\"800\" height=\"488\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Tools like RingCentral provide everything you need to create an awesome <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/collaboration-hub\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">collaboration hub<\/span><\/a><span style=\"font-weight: 400;\"> for your team. Beyond the features above, RingCentral also integrates with pretty much any app your team probably already uses such as Gmail, Microsoft Teams, and Salesforce (just to name a few):<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-43712\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/Jupiter-blue.png\" alt=\"ringcentral salesforce integration\" width=\"930\" height=\"700\" \/><\/p>\n<p><span style=\"font-weight: 400;\">With RingCentral, you provide your team with a sort of \u201chome base\u201d for communication that keeps you from having to rely on a ton of different apps to get things done.<\/span><\/p>\n<hr \/>\n<p><span style=\"font-weight: 400;\">\ud83e\udd2f On top of all this, RingCentral could save you up to $400 an hour in IT costs.\u00a0<\/span><\/p>\n<p>Explore the RingCentral Advantage for small businesses:<\/p>\n<p><span style=\"font-weight: 400;\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Take the tour<\/button><\/span><\/p>\n<p>\ud83d\udcb0 You can also <strong><a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\">use this calculator<\/a> <\/strong>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communication with each other\u2014and clients.<\/p>\n<hr \/>\n<h3><span style=\"font-weight: 400;\">2. Chanty: A basic chat solution for small businesses on a budget<\/span><\/h3>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44149\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/chanty-messaging-tool.png\" alt=\"chanty messaging tool\" width=\"1024\" height=\"640\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Chanty is another <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/instant-messaging-programs\/\" target=\"_blank\" rel=\"noopener noreferrer\">team messaging tool<\/a> that&#8217;s noted for both its simplicity and small price tag ($3\/mo per user). Beyond basic messaging, channels, and @mentions, users can assign tasks to conversations. This allows Chanty to serve as a sort of hybrid between a chat app and a calendar:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/chanty-chat-apps-calendar.png\" alt=\"chanty chat app's calendar\" width=\"629\" height=\"492\" \/><\/p>\n<p><span style=\"font-weight: 400;\">The platform\u2019s interface may be simple and lack customization features, but that might be a bonus for teams looking for a no-frills team messaging apps.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Although Chanty does support voice and video, they aren\u2019t exactly the app\u2019s forte. The same rings true for whiteboard and <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/best-file-sharing-app\/\" target=\"_blank\" rel=\"noopener noreferrer\">file-sharing features<\/a> as well. Even so, Chanty can get the job done for teams looking to chat and provide updates to each other beyond their inboxes.<\/span><\/p>\n<p>\ud83d\udc49 Tired of reading? Here&#8217;s a quick clip about how to build a remote work toolkit:<\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"Remote Work Masterclass - ep02\" src=\"https:\/\/player.vimeo.com\/video\/402660790?dnt=1&amp;app_id=122963\" width=\"500\" height=\"281\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<h3><span style=\"font-weight: 400;\">3. Slack: An email replacement solution for tech-savvy teams<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Chances are you\u2019ve heard of Slack given its popularity in the startup world. That said, how do its features and functionalities translate to small businesses?<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44151\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/slack-chat-app-1024x659.jpg\" alt=\"slack chat app\" width=\"1024\" height=\"659\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Slack is notable for not only its dedicated channels and @mention notifications, but also its lighthearted emojis and integrations with other apps. This includes productivity bots, storage apps like Google Drive, and video tools like Zoom.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That said, the platform\u2019s out-of-the-box features might leave a bit to be desired for small businesses. Plus, if you&#8217;re looking for a more comprehensive or versatile communication platform that includes a phone service and <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/best-video-conferencing-for-small-businesses\/\" target=\"_blank\" rel=\"noopener noreferrer\">robust video conferencing<\/a>, Slack may not be the best option.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Slack markets itself as a sort of \u201cemail replacement,\u201d meaning that making the platform work means getting your employees to really buy in to using it as an alternative to their email inboxes. However, this can be a challenge for teams that are newer to chat apps. You likewise don\u2019t want to be in a situation where your employees are drowning in Slack notifications via email, defeating the whole purpose of the app.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"proj\"><\/a><br \/>\nProject management: Encouraging accountability and transparency across every team project<\/span><\/h2>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/project-management-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">Project management apps<\/a> are among the most popular types of<\/span> collaboration tools for businesses.<\/p>\n<p><span style=\"font-weight: 400;\">Perhaps that\u2019s because companies with a defined project management process are much more likely to complete tasks on time and under budget.<sup>2<\/sup><\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">From day-to-day duties to long-term projects, the apps below provide a centralized place to collaborate. These tools also create a sense of transparency and accountability for team members to contribute and pull their weight on any given project.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Trello: A forever-free solution for businesses new to project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Trello\u2019s forever-free platform (for up to 10 teams) and basic, color-coded, drag-and-drop interface makes it an ideal solution for small businesses new to <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/agile-project-management-scrum\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">project management<\/span><\/a><span style=\"font-weight: 400;\">. Even if you\u2019ve never worked with a Kanban board before, Trello is both intuitive and quick to learn for total newbies:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44152\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/trello-project-managment-tool-1024x524.png\" alt=\"trello project managment tool\" width=\"1024\" height=\"524\" \/><\/p>\n<p><span style=\"font-weight: 400;\">The concept behind your Trello board is simple: consolidate updates and status reports of any given project without having to do so exclusively through email. Checking in on your Trello boards, you can quickly see if a task is in progress or an issue needs to be addressed, meaning you never have to second-guess \u201cwhat\u2019s next\u201d on your schedule.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Email notifications and integrations with your team messaging apps (<a href=\"https:\/\/www.ringcentral.com\/apps\/glip-integration-trello\" target=\"_blank\" rel=\"noopener noreferrer\">like RingCentral!<\/a>) also make sure that your team never accidentally misses out on an update. This is yet another example of how your online collaboration tools can work together.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Trello is ideal for smaller teams and projects with fewer progress steps. Likewise, making any sort of project management tool actually effective means ensuring that <\/span><i><span style=\"font-weight: 400;\">everyone<\/span><\/i><span style=\"font-weight: 400;\"> on your team is on board. For example, if someone consistently fails to tag teammates or update their progress, the function of the board sort of falls apart.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But for teams that buy into project management, Trello is arguably one of the <\/span>best free online collaboration<span style=\"font-weight: 400;\"> tools out there.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. ClickUp: An in-depth project management calendar with an emphasis on team productivity<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">ClickUp claims that it can help teams save up to one day per week in lost productivity. Sounds nice, right?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Not unlike Trello, ClickUp provides a basic project status overview and makes it easy for collaborators to move boards from Point A to Point B. The platform\u2019s interface makes it clear who\u2019s working on a task at any given time:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44153\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/click-up-project-management-calendar.gif\" alt=\"click up project management calendar\" width=\"960\" height=\"497\" \/><\/p>\n<p><span style=\"font-weight: 400;\">What\u2019s notable about ClickUp is its customization features that are compatible with both visual preferences and just about any project management style. In addition to a more traditional \u201cboard\u201d view, you can also look at your team\u2019s progress as a list, calendar, document, or \u201cbox view&#8221;:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44163\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/clickup-box-view-1024x438.png\" alt=\"clickup box view\" width=\"1024\" height=\"438\" \/><\/p>\n<p><span style=\"font-weight: 400;\">This digs into another key feature of ClickUp: analytics. By tracking individual productivity, you can keep a pulse on each team members\u2019 schedule and productivity. Of course, this might feel a bit Big Brother-ish as an employee, so avoiding micromanaging your team is key to making a system like ClickUp work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">ClickUp is surprisingly robust for its price tag, but like any project management app, however, making use of all of these features does require consistent participation from your team.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. Monday.com: A flexible project management solution with visual versatility<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Monday.com is another popular platform that provides a bird\u2019s-eye view of your team\u2019s statuses on projects. Much like ClickUp, you can seamlessly switch from board to calendar or team view (among others). This combined with Monday.com\u2019s color-coded status updates makes it a great tool for anyone who considers themselves a visual learner:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44154\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/monday-project-management-tool-1024x751.png\" alt=\"monday project management tool\" width=\"1024\" height=\"751\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Another bonus of Monday.com is the ability to create in-app automations such as follow-ups and notifications to keep projects moving. You can likewise control stakeholders to ensure that collaborators have the proper permissions. Much like many of the other online collaborations on our list, Monday.com also has integrations aplenty.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Although Monday.com is definitely accessible for smaller teams, making the most of it is going to require an initial investment of your team\u2019s time.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"task\"><\/a><br \/>\nTask management: Manage your day-to-day schedule alongside your team\u2019s tasks<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To say that the average worker has a ton on their plate would be the ultimate understatement. The tools below serve as a supplement or alternative to project management tools, providing teams with a clear way to block out their time and prioritize tasks with features like <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/task-automation\/\" target=\"_blank\" rel=\"noopener noreferrer\">automations<\/a>.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">7. Todoist: An intuitive task management tool for professionals and small teams<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Think of Todoist as a sort of professional to-do list that your colleagues and coworkers can interact with. This allows you to tackle your own day-to-day tasks with a sense of clarity while also making sure that your schedule isn\u2019t totally siloed off from your team:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44155\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/todoist-task-management-tool-1024x722.png\" alt=\"todoist task management tool\" width=\"1024\" height=\"722\" \/><\/p>\n<p><span style=\"font-weight: 400;\">With Todoist, you can create daily or weekly schedules, in addition to recurring tasks and due dates for meetings or deadlines that happen on a consistent basis. The platform allows you to delegate, comment on, and share tasks with others to encourage teamwork. The fact that Todoist works across devices means that updates and edits can be made from anywhere.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you have a smaller team, Todoist is a simpler but still very effective alternative to a traditional Kanban board.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">8. HoneyBeeBase: No-frills schedule management for businesses that want to keep it simple<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Among our <\/span>examples of collaboration tools<span style=\"font-weight: 400;\">, HoneyBeeBase is definitely the most \u201cold-school.\u201d That said, the no-frills interface might appeal to teams who aren\u2019t exactly tech-savvy. The platform\u2019s features include schedule mapping and time tracking, serving as an alternative to spreadsheets and reports to inform managers on how projects are moving along:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44156\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/honeybeebase-task-management-tool.png\" alt=\"honeybeebase task management tool\" width=\"800\" height=\"480\" \/><\/p>\n<p><span style=\"font-weight: 400;\">While the platform might not be the most mind-blowing aesthetically or feature-wise, HoneyBeeBase gets the job done for assigning tasks, due dates, and managing schedules in a single place.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">9. Wrike: Team-wide task management meets file sharing\u00a0<\/span><\/h3>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-43812\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/wrike-cloud-collaboration-project-management-tool-1024x810.png\" alt=\"wrike cloud collaboration project management tool\" width=\"1024\" height=\"810\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Like Todoist, Wrike allows users to manage their own to-do lists while allowing collaborators to drop-in and comment as well. The mission of Wrike in their own words is to \u201c<a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/working-in-silos\/\" target=\"_blank\" rel=\"noopener noreferrer\">break down silos<\/a>\u201d and create a sense of transparency among teams.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The platform is straightforward visually and is also notable for its uptime and security settings. Ownership customization, project calendars, and status updates are also built into Wrike. The tool\u2019s Chrome extension is a nifty feature, letting users check the status updates of their to-do lists without having to open the app itself.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"doc\"><\/a><br \/>\nDocument and file-sharing: Collaborate on files without clutter or chaos<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Wrangling files and documents can be an absolute nightmare if you\u2019re doing so exclusively through email. Likewise, you open your company up to a whole slew of security issues when your business\u2019s files aren\u2019t under lock and key.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below are some <\/span><span style=\"font-weight: 400;\">file-sharing apps<\/span><span style=\"font-weight: 400;\"> that double as collaborative workspaces, letting you and your team <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/ways-to-use-free-file-sharing-in-your-ringcentral-app\/\" target=\"_blank\" rel=\"noopener noreferrer\">work on documents<\/a> without stepping on anyone\u2019s toes.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">10. Google Docs: Swift and simple document collaboration<\/span><\/h3>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44157\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/google-docs-file-management-tool-1024x576.gif\" alt=\"google docs file management tool\" width=\"1024\" height=\"576\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Perhaps one of the most widely-used <\/span>office collaboration tools<span style=\"font-weight: 400;\"> out there, Google Docs is tried and trusted by millions of people for a reason. The platform is perfect for working alongside collaborators on everything from contracts to blog posts and beyond. Google Docs not only tracks edits but allows users to make comments to clarify changes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The ability to quickly pull up a document\u2019s version history and restore to previous files makes sure that progress on a document never gets \u201clost.\u201d Also, document creators have control over who has access to a file to prevent security issues. If you\u2019re already using Gmail or Google Workspace, getting on board with Docs is a no-brainer.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">11. Dropbox: A file-sharing workspace for teams serious about collaboration<\/span><\/h3>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44158\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/dropbox-file-sharing-app-1-1024x599.png\" alt=\"dropbox file sharing app\" width=\"1024\" height=\"599\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Dropbox is a full-blown collaborative <\/span>online workspace<span style=\"font-weight: 400;\">, taking the file-sharing and collaborative features of Google Docs and putting them on steroids.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Beyond edits and annotations, the platform prioritizes productivity by suggesting file destinations, collaborators, and shortcuts to keep projects moving. Dropbox is among the pricier digital collaboration tools on our list, but is worth it for teams working with massive files.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">12. Box: A shared file-sharing workspace with security and user controls in mind<\/span><\/h3>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44159\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/box-file-sharing-workspace.png\" alt=\"box file sharing workspace\" width=\"882\" height=\"600\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Another shared workspace, Box is a robust file-sharing and storage platform that also features collaborative document sharing, file syncing, and note taking. Administrative control and emphasis on security is Box\u2019s selling point, as is the ability to edit 120+ file types. The ability to set unique permissions is particularly useful for larger teams and restricting access to sensitive documents.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"><a id=\"design\"><\/a><br \/>\nDesign and branding: Manage your company&#8217;s creative materials in one place<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Putting together design mock-ups or other branded materials is a pretty involved process, sure, but it still shouldn\u2019t mean endless back-and-forths or in-person meetings. To wrap things up, we\u2019ll take a look at a couple of online collaborative tools that cover the creative side of your business.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">13. LucidPress: Emphasize consistency during creative collaboration<\/span><\/h3>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44160\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/lucidpress-design-app-1024x490.png\" alt=\"lucidpress design app\" width=\"1024\" height=\"490\" \/><\/p>\n<p><span style=\"font-weight: 400;\">LucidPress allows you to create custom brand templates for everything from ads to marketing materials and beyond. The platform\u2019s editor itself is akin to something like Photoshop, allowing creators to start from scratch <\/span><i><span style=\"font-weight: 400;\">or<\/span><\/i><span style=\"font-weight: 400;\"> edit pre-built templates to match their own brand creatives.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition to creating and editing, you can<\/span>\u00a0collaborate online<span style=\"font-weight: 400;\"> with your team on LucidPress through co-owned company templates. Features such as real-time commenting and chat mean that feedback can be provided among teams instantly.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another notable feature is the ability to save branded color schemes and past assets. Managers can likewise control who has access to particular materials through permissions or \u201clock\u201d templates to avoid accidentally losing anything:<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><img decoding=\"async\" class=\"alignnone size-large wp-image-44161\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/lucidpress-assets-page-1024x490.png\" alt=\"lucidpress assets page\" width=\"1024\" height=\"490\" \/>\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">14. Bannersnack: Putting feedback front and center during the creative process<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Bannersnack\u2019s namesake comes from its emphasis on creating banners that are prime for blog posts, social media, and email. Like LucidPress, you can work off of templates or create your own marketing materials from scratch:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44162\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/bannersnack-feedback-app.png\" alt=\"bannersnack feedback app\" width=\"691\" height=\"583\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">15. Canva Draw<\/span><\/h3>\n<p><a href=\"https:\/\/www.canva.com\/draw\/\">Canva Draw<\/a> revolutionizes the way teams collaborate creatively. This dynamic drawing app, available on the Canva platform, is designed to seamlessly integrate into your team&#8217;s workflow, enabling real-time idea generation and artistic brainstorming.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-55936\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/Screenshot-2024-02-09-at-2.50.01\u202fPM-1024x581.png\" alt=\"\" width=\"1024\" height=\"581\" \/><\/p>\n<p>With Canva Draw, you have an infinite canvas to express creativity. Its multiple pen options, including Pen, Marker, and Highlighter, cater to various drawing needs. The intuitive Shape Assist feature transforms rough sketches into polished diagrams and maps, making it ideal for fast-paced brainstorming sessions.<\/p>\n<h2><span style=\"font-weight: 400;\">Which online collaboration tools make sense for your team?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Listen: \u201cteamwork\u201d obviously isn\u2019t a one-size-fits-all term for today\u2019s businesses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are obviously <\/span>different types of collaboration tools<span style=\"font-weight: 400;\"> out there, but the apps above represent a cost-effective way for teams of all sizes to get their work done faster.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And regardless of what tools you\u2019re using, make sure that you have a good communication platform to handle your team&#8217;s<\/span><span style=\"font-weight: 400;\"> internal (and customer-facing!) calls, emails and messages.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p><sup>1<\/sup><span style=\"font-weight: 400;\">project.co\/communication-statistics-2020<\/span><\/p>\n<p><sup>2<\/sup><span style=\"font-weight: 400;\">pmi.org\/-\/media\/pmi\/documents\/public\/pdf\/learning\/thought-leadership\/pulse\/pulse-of-the-profession-2018.pdf<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Updated Sept 2024 If you want your team to be more productive, you have to learn how to collaborate. And based on our experience working with teams both big and small, so much of effective teamwork depends on the tools in your toolbox. The good news? There are tons of online collaboration tools to break &#8230;<\/p>\n","protected":false},"author":29,"featured_media":44078,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[3642,7542,18871],"class_list":["post-44147","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-collaboration","tag-collaboration-tools","tag-web-based-collaboration-tools"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>The best online collaboration tools: How do you choose? | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Want your business\u2019s teams to work better together? You need the right software. This guide breaks down 14 online collaboration tools that can help.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/online-collaboration-tools\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The best online collaboration tools: How do you choose?\" \/>\n<meta property=\"og:description\" content=\"Want your business\u2019s teams to work better together? You need the right software. 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